A full list of Contracts can be obtained by clicking on Contract Register on the under Projects and Contracts, or selecting the All Contracts .
To export your contracts
- Under the Reports tab find Contract Register under All Reports
- Choose Export after clicking on the down arrow at the end of the ligne
The Standard Contract Detail Page
If you select a particular Contract you will be taken to the Supplier Detail Page.
The exact layout of your page will depend on the nature of your organisation (e.g. private/public sector) and any custom configurations applied. The following explanations summarise the Sections of the page typically used in most configurations.
Depending on which user profile you have, you may have the edit rights to alter fields. This can be done by double-clicking on the Pencil icon and then clicking Save, or alternatively click Edit to edit the entire record. Note that your editing permissions are determined by both your Licence Type and your Profile. Please contact Atamis Support if you require these to be changed.
The Contract Spend Report button will display a report of spend with the particular Contract, by Department and Period.
Contract Detail
| Field | Notes |
| Contract Name | A unique name for the contract. For frameworks, include the name of the supplier in the Contract Name. |
| Contract/ Framework Title | For frameworks make this the same value for all records |
| Estimated Value | The total estimated value of the contract including any active extensions. |
| Estimated Annual Value | Calculated by the system based on the Start and End Date |
| Contract Usage | See section on Contract Usage |
| Contract Ref | A unique, sequential number automatically generated by Atamis CM |
| External Contract ID | If you are using a third-party contract register, the unique contract ID on that system. Set automatically by the Contract Integration feature, and used in conjunction with the External Supplier ID to determine which contract record to update. |
| Status | Set manually. Values can be customised if required. The status is not currently updated automatically by the system to Archived when a contract expires. |
| Supplier | The Contracted Supplier. When picking the supplier, if there are duplicate supplier records, pick the one with the most Expenditure and edit the Supplier records of all the duplicate suppliers to Report Under the contracted supplier. This field forms part of the Contract Compliance Rules so editing it will trigger the Contract Compliance Algorithm. |
| Department | For use if you wish to keep track of contracts by Department |
| Category | For use if you wish to keep track of contracts by Category |
| … Name on Contract Register | These fields are populated by the Contract Integration or by contract data loads completed by Atamis Data Services based on the data imported. They are free-text fields that are purely for reference. |
Timeframe Section
| Field | Notes |
| Start and End Dates | These are mandatory fields. For rolling contracts with no fixed end date you will need to set the End Date to a date e.g. 10 years in the future. |
| Notice Date | The Contract Renewals dashboard uses the End Date to give notice, but if you wish to set a custom Notice Date on your Contracts you can use this field. There are pre-built reports that use this field that can be found by searching for the word ‘Notice’ on the Reports Tab. |
| Review Date | If you are not using Tasks and Events to set reminders, you can maintain this field and generate your own reports/dashboards with it. |
| Proximity | The flag turns from Green to Amber 18 months before the contract is due to expire in order to provide maximum warning. It turns Red after the End Date. |
Framework Contracts
A Contract record in Atamis can only have one supplier assigned. If you are setting up a framework with many suppliers you can create a Contract record for the first supplier, then click Save and then Clone to make a copy.
Simply change the Supplier and click Save and continue cloning as required.
We recommend that you create a unique Contract Name for each Contract record by including the Supplier Name, e.g. “Printing Framework Contract – Wotton Printers Ltd”, but make the Contract/Framework Title the same, e.g. “Printing Framework Contract”.
Using this convention, you will be able to group all Contract records under the Framework together in a Contracts Report or list them separately as required.
Atamis processes periodically calculate the number of Supplier records sharing the same Contract details, in order to set the Number of Suppliers Sharing Contract field. This is used to calculate the estimated value per supplier, in order to avoid the contract value being counted multiple times.
Making Changes to Framework Contracts
If the users require to update a field on a framework such as End Date, they do not need to make the change on for each supplier. The user can make the changes on one record and use the Sync Framework function.
To make a apply a change across a Framework, first make and save the change on one supplier’s contract record then click Sync Framework. Page will update and show which fields will get updated on the other suppliers’ records under the framework.
Tip: Atamis Support can configure which fields get synchronised if needed.
Contract Usage
The Contract Usage bar is displayed on the Contract Detail page and on the All Contracts View.
It displays the total Actual Expenditure on the contract as a proportion of the total Estimated Value. Green represents actual contract spend. Amber represents the amount of under-utilisation of the contract. Red represents the amount of over-utilisation of the contract.
You can also use the Reports Contract Usage per Month and Contract Usage per Annum to obtain summaries over specific periods of time.
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